Job Details

Job Description

PURPOSE OF ROLE

At Mary Begg  Health Services, the Senior Occupational Health Administration Officer is responsible for managing and maintaining the administration function of the Occupational Health service and providing support to the Occupational Health team and clients. This includes collating and inputting data on to systems and general administrative support to the Occupational Health Department.

The post holder conducts herself/himself in a professional manner and demonstrates good customer service towards all our clients, visitors, health professionals and MBHS employees. He/she adheres to the MBHS Code of Conduct and upholds staff/business confidentiality at all times.

KEY RESPONSIBILITIES

• Serve as overall Administrator for the Dept., assisting all members of the Medical, Clinical, Technical, Administration  & Physiotherapy Sections.
• Handle enquiries for staff and clients, and other general issues.
• Ensuring Occupational Health systems are maintained in compliance with the Mary Begg standard operating procedures.
• Implementation of the Occupational Health Management Plan and monitoring compliance with the plan.
• Develop and maintain the organisation’s occupational health systems.
• Maintaining audit documentation and records and submitting to the supervisor.
• Ensure occupational health work activities, programmes and initiatives, policies, procedures and processes are followed as appropriate.
• Coordinate client requirements in line with contract and agreed turnaround times including scheduling of appointments, correspondence with employees, managers, HR etc.
• Ensure appropriate channels of communication are established and maintained between staff members and clients as appropriate and in a professional manner.
• Be responsible for ensuring departmental communication in respect of meetings, reports, medical certificates and related activities is kept up to date and relevant staff updated as appropriate.
• Manage Dept. bookings and facilitate plan for follow-ups on non compliant employees with prime focus on employees that are on restrictions.
• Creation of necessary SOP`s, and update as necessary.
• Ensure all training – planned and held are uploaded onto the Hospital Training Report.
• Ensure all monthly training activities are uploaded on MedBlaze in a timely manner.
• Ensure facility and practising licences for the year are sourced and displayed. This includes relevant I.E.C materials.
• Procurement & Stock Management – Ensure acceptable levels of stationery, make timely orders for refill.
• Apply and follow company processes and procedures as applicable.
• Willing and able to undertake non-OH related administrative support tasks as assigned by the Supervisor and the FQMO component

• Head of Admin Section, leading the front team in both action and work, ensuring that work is completed within acceptable times and to acceptable standards.
• Participate in the staff recruitment process, where need be. This includes reviews of applications, shortlisting and participation in the interview process.
• Complete Dept. on-boarding for new employees.
• Manage the Leave Calendar ensuring employees do not accumulate days unnecessarily.
• Make timely requests for Locum employees on Kissflow.
• Ensure plans for Mother’s Day for the coming month are posted on Bamboo HR.
• Ensure continuous training for Admin staff and conduct performance appraisals.

• Ensure client’s data is collated and input on the department’s system and retrieval of client’s information both paper and electronic based.
• Using the computerised appointment system, book clients into the Occupational Health clinics and ensure that staff/clients receive timely information about their appointments.
• Monitoring and reporting on accuracy of data and relay information accurately.
• Ensure smooth and effective transition of electronic systems.
• Update role specific relevant G-Sheets.

• Facilitate an efficient records management plan for both active and inactive files.
• Ensure medical records are in good repair with all necessary information on the outside cover clearly visible.
• Facilitate plan for continuous archiving process.
• Facilitate plan for the electronic records system when implemented.

• Actively involved in the implementation of Clinical Governance principles in practice.
• Arrange for Clinical Governance Meetings  and ensure minutes are availed in a timely manner.
• Closely work with other Section Heads, CMO and other key stakeholders to ensure efficient work processes, optimal patient management and that the Dept. is meeting its KPI`s.
• Continuously review systems and work methods, replacing obsolete ones.

• Strict confidentiality in handling medical records. Patient medical files must not be removed from the health facility for any reason. Log all files that are currently out of the filing room. for any reason and monitor their return, ensuring patient confidentiality is kept at all times.
• Maintain a high level of client privacy and confidentiality at all times.
• Maintain the client’s right to privacy and confidentiality throughout the MBHS registration process.

• Be polite and respectful to clients and staff at all times.
• Receive, assist and direct clients in a courteous, efficient and welcoming manner projecting a positive, friendly and professional image.
• Complete the Customer Care training.
• Always demonstrate a warm outgoing personality, with the ability to interact in a supportive manner with persons of all backgrounds and cultures.
• Report any evidence of poor customer service (i.e. bullying, rude behaviour, yelling etc.) to the Unit Leader or Clinic Manager or HR Manager.
• Ensure all incident and adverse event reporting is according to the clinic’s standard operating procedure.
• Ensure all incident and adverse event reporting is carried out according to the clinic’s standard operating procedure

REQUIRED TECHNICAL SKILLS, TRAINING & EXPERIENCE

• At least 2-3 years of professional experience.
• Diploma in Business Administration or any related field. Bachelor’s Degree will be an added advantage.
• Previous work experience in Occupational Health.
• Meticulous, articulate and self-motivated.
• Ability to work with multi-disciplinary teams with tolerance to cultural, personality or religious differences.
• Must be honest.
• Computer literate and proficient in MS Office (Word, Excel, Outlook and PowerPoint Presentation).